Built by an 8-year lettings operator, not a proptech startup.
Enquiries qualified and answered in minutes. Viewings booked, confirmed and reminded. Follow-ups that actually happen, references chased without a negotiator glued to the inbox. In your agency voice, on the systems you already run.
DESK 01 · The 24-hour enquiry problem
Our founder ran a lettings desk for eight years before starting WiseSolutions: maintenance coordination, compliance deadlines, landlord and tenant comms, and a lot of prospecting. The morning pattern never changed. The portals fill the inbox overnight, viewing requests land while the team is out showing properties, and applicants book with whoever answered first.
Industry mystery-shopping keeps finding that a large share of agents take more than a day to answer a viewing request. One UK leasing vendor puts the cost of missed calls across the sector at over a hundred million pounds a year. Treat those as the marketing figures they are, but the direction is not really in doubt.
The rule every good negotiator already lives by holds here too: reaching an enquiry within a few minutes makes the connection far more likely than waiting an hour. The gap is not effort. It is that nobody can sit on the inbox and be out on viewings at the same time.
The morning maths
Speed to lead is a discipline, not a personality trait. It just needs someone on the desk at all times.
DESK 02 · What we automate at the front desk
Enquiries from the portals, your website and WhatsApp are sorted, matched to the right property and answered in your tone within minutes, day or night.
Human check: a negotiator owns any real judgement call.
Available slots offered, held in the calendar, confirmed to the applicant, and the reminder that quietly cuts your no-show rate sent the day before.
Human check: overrides and double-bookings escalate to you.
The applicant gets a prompt while the viewing is fresh, and the landlord gets that feedback written up and filed against the property without anyone chasing it.
Human check: the negotiator approves anything sensitive.
Affordability, move date and right-to-rent readiness are captured and flagged for a person to check. The system surfaces the gaps. It never makes the call itself.
Human check: eligibility is always decided by a person.
Referencing requests, documents and outstanding items are chased on a schedule, so a move-in never stalls because a form sat unopened in someone's inbox.
Human check: exceptions and disputes route to the team.
Prospecting and valuation enquiries are answered fast and kept warm with useful follow-up until a negotiator is free to take the call and win the instruction.
Human check: the pitch and the visit stay with people.
DESK 03 · In your voice, on your systems
Automated does not have to mean generic. We draft against your own templates and sign-offs, so an applicant reads a message that sounds like your office. Your CRM and the portals stay the system of record, which means we never build a shadow database that only the software understands. Every automated message is logged and reviewable, so a negotiator can see exactly what went out, and step in the moment they want to take a thread by hand.
DESK 04 · Real front-of-house work
Multi-site services group · UK · anonymised
Enquiries were arriving from a website widget and from WhatsApp with inconsistent handoff. We standardised each message, identified intent, logged the conversation and sent the right summary to the right team. The mechanics move straight across to a lettings front desk: two front doors, one queue, nothing dropped.
Read the routing case →Multi-site operator · UK · anonymised
A growing operator needed messages from several locations to reach the right pipeline without mixing data between sites. We built contact matching, templates and stage automations across WhatsApp, SMS and email, so follow-up happened on time everywhere and no one was copying threads between systems by hand.
Read the CRM case →Names redacted out of respect for our clients. We can share full details on a call.
DESK 05 · How we quote
First desk automation
Two to four weeks
The full front desk
Scoped to your branch
Managed and monitored
Rolling monthly
Each engagement is quoted as a fixed figure after one call about your branch. Portal, messaging and usage costs are itemised separately and agreed with you before anything goes live.
DESK 06 · Where the line is
The automation answers, books, chases and files. It never signs a tenancy, never overrides a right-to-rent judgement and never argues with an applicant. Anything that needs a person is handed to a person with enough context to decide quickly. The point is not a machine that pretends to be a negotiator. It is a desk that is always covered, so your people spend their hours on the work that actually wins and keeps instructions.
And everything behind the desk, from compliance dates to maintenance triage and arrears, lives with our back-office flagship.
DESK 07 · Questions from the branch
It takes the repetitive front-of-house work off the team. Enquiries from the portals, your website and WhatsApp get sorted and answered in your tone within minutes. Viewings are offered, booked and reminded. Post-viewing follow-ups and reference chasing happen on schedule. A negotiator still owns every judgement call, but stops losing the day to the inbox.
Faster than the applicant expects. Mystery-shopping studies keep finding that a large share of agents take more than a day to answer a viewing request, while the rule of thumb in sales is that reaching someone within a few minutes beats waiting an hour by a wide margin. We broke it down for letting agents in a separate note.
Only if you let them. We draft against your own templates and sign-offs, so the message reads like your branch rather than a machine. You can review the wording before it goes live, and every message is logged so you always know exactly what went out.
Yes. The workflow can offer available slots, hold them, send confirmations and fire the reminder that cuts no-shows. Your calendar and your CRM stay the system of record, so nothing is ever booked in a place your team cannot see.
We build around the systems you already run rather than asking you to move to another platform login. Your CRM and the portals stay the source of truth, and the automation reads from them and writes back to them through supported connections.
It has to be. We map what personal data moves, keep it to what the task actually needs, log access and set retention before anything goes live. For higher-risk cases we recommend a data protection impact assessment first, so the design is defensible from day one.
No. It removes the inbox grind so negotiators spend more time on viewings, valuations and the conversations that win instructions. The automation answers fast and files neatly. People still do the selling, the reading of a room and the deciding.
Desk · 05 · AI for Letting Agents enquiry
30 minutes with someone who has run a lettings desk. We'll map your fastest win.
A 30-minute call.
We'll tell you whether we're the right fit and what it'd look like.
